Minutes of the Meeting of the Parish Council held on Wednesday 6 November 2013 at Kilham Hall commencing at 7.00 p.m.

IN ATTENDANCE: J A Staniforth (Clerk to the Council) and Ward Councillor P Schofield

1) APOLOGIES FOR ABSENCE

Apologies were received from Y Butterworth

RESOLVED (1)

That the apologies be received and accepted.

2) DECLARATIONS OF OTHER DISCLOSABLE INTERESTS/AMENDMENTS TO MEMBERS REGISTER OF INTEREST FORMS

Councillors B Fussey and M Sidebottom declared an interest in Item 8 and Councillor G Warrender declared an interest in Item 17. There were no amendments to the completed register of interest forms.

3) REPORT FROM THE COMMUNITY POLICING TEAM

The Clerk reported the receipt of the October report relating to the Airport villages denoting two burglaries from dwellings, one theft of a motor vehicle and two other burglaries. The date of the next PACT meeting was noted as Thursday 14 November at Auckley Parish Centre at 11.00am.

4) REPORT FROM DMBC WARD COUNCILLORS

Councillor Schofield reported that DMBC were currently considering how savings of £109m could be achieved over the next three years with savings of £38m needed for 2014/15. It was explained that DMBC had 20% less staff now than in 2010 and 28% less funding and consequently all services needed to be streamlined. A member enquired as to whether libraries and day care centres/care homes would close and it was explained that there may be alternative provision for care services but no libraries had been earmarked for closure.

Details of the outcome of the Boundary Commission’s review of electoral services for Doncaster were to be announced on 26 November and could result in no local elections in 2014 and the full council being elected for two years in 2015 with a full council and mayoral election being held in 2017. Parish councils may be elected for six years in 2015. The savings made, along with the sale/leasing of buildings would contribute to the savings needed to be achieved.

Councillor Woodcock had sent apologies.

RESOLVED (2)

That Councillor Schofield is thanked for attending and the information provided.

5) MINUTES OF THE MEETINGS HELD ON 2 OCTOBER 2013

RESOLVED (3)

That the minutes of the Parish Council Meeting be agreed and signed by the Chairman.

6) CLERK’S REPORT ON ACTION ARISING FROM THE PREVIOUS MEETING

Consideration was given to the written report provided by the Clerk relating to actions required from the previous meeting and the following issues were raised:

· Cutting back of vegetation to property on Poppyfields Way – DMBC were to complete work

· Preserving of fencing at recreation ground – Materials had been purchased but no work commenced

· Enforcement of Dog Control Order – DMBC had stated they did not enforce and suggested enquiring whether the police undertook this

· Sale of Klargester Unit – The supplier and another supplier contacted did not buy back units

· Planning Enforcement Issues – DMBC had confirmed that an enforcement notice was to be issued to Blue Sky Parking and a meeting was being arranged to discuss planning consent requirements with the owner of the new building erected off New Road

· Parking on Valley Drive – Members reported that some cars continued to cause an obstruction

RESOLVED (4)

a) That the information be received and duly noted and updated at the next meeting as appropriate.

b) That the Handyman is asked to undertake the preserving of fencing at Kilham Lane only when the weather is suitable and that any incidents of dogs on the recreation ground are notified to the Clerk.

c) That DMBC and GNE are asked for advice or contacts regarding the sale of the Klargester Unit and if this is unsuccessful the unit is advertised for sale on e-bay.

d) That the Safer Neighbourhood Team is contacted again to request that the police visit Valley Drive at the beginning and end of the school day to enforce any unlawful parking.

e) That all other information is received and duly noted.

7) ISSUES RAISED BY THE PUBLIC

There were no members of the public in attendance and therefore no issues raised.

8) KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey provided a written report on the year’s finances that had been presented to the recent Annual General Meeting on 4 November 2013 denoting a surplus of £16,263.53 accrued to date and an in year surplus of £2,373.24 for the 2012/13 financial year . The Halloween event had been a great success as had the coffee morning with free refreshments to celebrate the fourth anniversary of the opening of the hall. There would be a pie and pea lunch in December.

RESOLVED (5)

That the information be received and duly noted.

9) UPDATE ON THE F.W. SEWER CONNECTION

The Clerk reported that approval had been received from Severn Trent and that GNE had confirmed that all the necessary licences had been approved for work to commence on 18 November 2013.

RESOLVED (6)

That the information be received and noted.

10) 2013 CHRISTMAS CAROL SINGING ARRANGEMENTS

Consideration was given to the timetable prepared by Councillor Sidebottom in conjunction with the school proposing a start time of 6.00pm. The school would be asked to send a text message to all parents and the proceeds of the raffle were to be donated to the Harry Matthews Bowel Transplant Fund. Father Andrew would be invited by the school and sweets would be purchased for the children. Councillor Sidebottom would arrange the opening and closing of the building.

RESOLVED (7)

a) That the time of commencement of the carol singing be agreed as 6.00pm

b) That a copy of the programme is sent to the organist and Kilham Hall Committee.

11) RECREATION GROUND AND GARDEN MATTERS

a) Playground Inspection

The latest report was considered and it was noted that DMBC had replaced a damaged crotch strap free of charge and a quotation was to be provided for a new sign stating the name of the area, contact details and pictures denoting no dogs were allowed. It was noted that the dog grid required cleaning but that the grid could no longer be removed as DMBC had secured it when the grid had been re-fitted two years ago. A volunteer had secured a bolt in the roof of the multi unit.

b) Tree Inspection Report

A DMBC Tree and Hedgerow Officer had inspected the Oak Tree adjacent to the hall and reported that it showed no sign of fungal infection and there were no causes for concern and that general monitoring should continue.

c) Maintenance of Bench Seat on Glen Road

The Clerk referred to correspondence from the residents whose donation had funded the cost of the seat that had been purchased by the parish council in 1992. The residents acknowledged that the seat was in need of renovation and that the memorial plaque needed to be replaced.

RESOLVED (8)

a) That the latest playground inspection report is received and the contents duly noted and the volunteer thanked for undertaking minor maintenance to the playground equipment.

b) That DMBC is asked if the dog grid could be made accessible for cleaning purposes.

c) That advice of the Tree Officer is received and noted.

d) That it be agreed that the bench seat sited on Glen Road is the property of the parish council and that it be included as part of the council’s assets.

That a quotation be sought from Mr C Humphreys for maintenance work to be undertaken to the seat in spring of 2014 and the Clerk enquires of the residents as to whether they wish to provide a replacement plaque to be fitted at the time the maintenance work is carried out.

12) HIGHWAY MATTERS

The following matters were raised:

A mail van was continually parking on the grass verge on Milton Road for the evening collection

Parking on the grass verge outside Holly Cottage was often causing an obstruction

The grass verges opposite the Three Horse Shoes were in a poor condition

A vehicle was regularly parking on the grass verge adjacent to the Three Horse Shoes

RESOLVED (9)

That the Clerk notifies DMBC to request work is undertaken to remedy the issues where appropriate.

13) PLANNING MATTERS

Consideration was given to the following applications:

13/01907/FULM

YWLP

New main entrance with 5 shop units, slide barn after demolition to create African village huts

No Comments

13/02089/FUL

Ronstan, Whiphill Top Ln

Erection of single storey extension to side and alternation to roof for rooms in roof space and demolish existing garage

No Comments

13/02031/FUL

35 Warnington Drive

Erection of detached garage/store to rear

Comments

13/02122

37 Warnington Drive

Erection of ground floor extension to rear to provide improved accommodation for a disabled person

Councillor Williams withdrew from the meeting during consideration of application 13/01907/FULM.

RESOLVED (10)

a)That the Planning Authority is notified of the comments relating to new planning applications including representations relating to 13/02031/FUL stating that the outbuilding was felt to be oversized and therefore out of character with the area as it was more akin to a commercial building or a domestic dwelling.

b) That the decision reached by DMBC since the last meeting are noted.

14) SECOND QUARTER BUDGET MONITORING REPORT

Consideration was given to the latest report which illustrated all expenditure in line with budget headings

RESOLVED (11)

That the information be received and duly noted.

15) SECOND QUARTER BANK RECONCILIATION AND REVIEW OF LEVEL OF RESERVES

The second quarter bank balance was £46,426.48 which included the second half precept as this had been paid early and included £4.74 bank interest. The Clerk outlined that the balance would be considerably reduced at the end of third quarter due to expenditure committed.

RESOLVED (12)

That the bank reconciliation is duly certified and the level of reserves reviewed at the end of the next quarter and taken into account when setting the 2014/15 budget and annual precept.

16) YLCA TRAINING PROGRAMME

Consideration was given to the latest training programme and a request to notify YLCA of any specific training needs.

RESOLVED (13)

a) That the attendance of the Chair to attend the one day Chairmanship course at York on 15 January 2014 be agreed at a cost of £57.50 i.e. half the full cost to the parish council.

b) That no specific training needs are identified at the present time.

17) APPOINTMENT OF CANTLEY POOR’S LAND TRUST REPRESENTATIVE

The term of office of Y Butterworth had expired in November 2012.

RESOLVED (14)

That Y Butterworth is appointed for a further four year term to expire in November 2016.

18) DISPOSAL OF SURPLUS WOODENT GATES

The new gates had been fitted and would be operational the following day. An offer of £10 cash had been received and this had been accepted and the gate collected. The gate posts had been deemed unsuitable and the contractor of the new gate had arranged disposal.

RESOLVED (15)

That the cash received is used to fund costs arising from the Christmas carol singing event for the children attending.

19) QUARTERLY NEWSLETTER AND PUBLICATION ARRANGEMENTS

Councillor Sidebottom withdrew from the meeting during consideration of this item. The Chair reported that a new free publication was to be available for the residents of Bessacarr and Cantley with publication costs in line with those of the Branton and Auckley Arrow.

RESOLVED (16)

a) That the following items be included in the latest newsletter for publication in the Branton and Auckley Arrow and on the website: Christmas carol singing, parking on grass verges and causing obstruction advice, information relating to the Dog Control Order, new gates, sewer connection/traffic issues, appreciation for the work undertaken by Kilham Hall Management Committee and volunteers.

b) That the newsletter is not published in the Cantley and Bessacarr Today publication as no information was currently published in the Cantley and Bessacarrr Journal.

20) WEBSITE MATTERS

There were no specific website matters other than the need to replace the previous newsletter with the latest one.

21) REVIEW OF STANDING ORDERS FOLLOWING RECEIPT OF NEW MODEL DOCUMENT

RESOLVED (17)

That the Chair, Councillor Sidebottom and the Clerk meet on 21 January 2014 at Kilham Hall at 10.00am to consider the latest model Standing Orders in order to recommend to the parish council revised Standing Orders based on the latest model.

22) AUTHORISATION OF DIRECT BANK PAYMENTS

RESOLVED (18)

That the following payments be duly authorised.

D/1350

Clerk

October salary

£510.68

D/13/51

G Warrender

PVC Blue Tape for playground maintenance

10.20

D/13/52

Misson Gates

Deposit for New Metal Gates

£500.00

D/13/53

Need a Hand Ltd

Fence Preserving at Kilham Lane

£225.00

D/13/54

Veolia

Grass Cutting 2/8 &16/08

£71.35

D/13/55

DMBC

Emptying Green Litter Bin

£65.88

.

23) REPORT FROM PCJCC MEETING HELD ON 5 NOVEMBER 2013

Councillor Warrender reported that the meeting had considered the Boundary Commission Review, Setting of Parish Precept, Waste Minimisation Strategy, Customer Services Charter, an update on the Joint Charter, feedback on Roadside Memorials and Doncaster Council’s Recovery Plan. There had also been update on domestic violence incidents.

RESOLVED (19)

a) That Councillor Warrender is thanked for the report and that it be noted that PCJCC representatives and Clerks would be invited to a meeting to discuss in more detail the setting of the 2014/15 parish precept.

b) That further consideration is given to information received relating to the setting of the parish precept at the next meeting.

24) CONSULTATION DOCUMENTS

The receipt of consultation documents relating to Standing for Election in the UK and Doncaster Local Development Framework (LDF) Sites and Policies Development Plan were duly noted.

25) FUTURE ICT REQURIEMENTS FOR THE CLERK

The Clerk explained that there was a need to upgrade the Clerk’s personal computer system due to the cessation of maintenance for the current version of Windows and that consideration should be given to the transferring of information at the time of the appointment of a new Clerk.

RESOLVED (20)

That consideration is given to using one of the laptop computers purchased by the parish council if this is felt more appropriate and that a generic email address is established for the parish council.

26) ITEMS OF CORRESPONDENCE

Consideration was given to correspondence outlined on the agenda including the date of the next Public Rights of Way meeting. Discussion took place on the closure of footpath no.12 and its location within the parish.

RESOLVED (21)

a) That the items of correspondence be received and duly noted.

b) That clarification is sought on the location of footpath no.12.

27) DATE AND TIME OF NEXT MEETING

RESOLVED (22)

That the next meeting be held on Wednesday 4 December 2013 commencing at the 7.00 pm at Kilham Hall.